Administrative Associate

The University of Texas at Austin; Port Aransas (TX); On-site; USD 40,000 - 52,000; Full time

Job summary

The University of Texas at Austin, Marine Science Institute is seeking an Administrative Associate in PORT ARANSAS, TX. This 40-hour-per-week, non-exempt position supports the department's day-to-day operations and accounting tasks.

Immediate start; full-time schedule in Port Aransas with standard office conditions. You will manage inventory, coordinate equipment certification, process VP2/VP7 transactions, reconcile endowment accounts, and support other duties as assigned.

Qualifications

• Bachelor's degree or high school graduation or GED and 5 years of clerical experience.
• Computer literacy in DocuSign, Adobe, and Microsoft Office.

Responsibilities

• Inventory management and accurate record-keeping.
• Process VP2 and VP7 transactions.
• Track and reconcile endowment accounts.
• Perform other duties and special projects as assigned.

Education

Bachelor's degree or high school graduation or GED; 5 years clerical experience

Tools

DocuSign

Adobe

Microsoft Office

Define

UT applications

Job description

General Notes

This position is located in Port Aransas, Tx. Only applicants authorized to work in the US will be considered.

Job Posting Title

Administrative Associate

Hiring Department

Marine Science Institute

Position Open To

All Applicants

Weekly Scheduled Hours

40

FLSA Status

Non-Exempt from FLSA

Earliest Start Date

Immediately

Position Duration

Expected to Continue

Location

PORT ARANSAS, TX

Job Details

General Notes

This position is located in Port Aransas, Tx. Only applicants authorized to work in the US will be considered.

Purpose

To assist the department with various administrative and accounting tasks and provide support for the department’s day-to-day operations

Responsibilities

• Inventory Management: Manage and maintain accurate inventory records, including updating equipment locations and assigned responsible individuals. Coordinate annual equipment certification and process CCARTS transactions. Identify newly acquired equipment and coordinate with inventory contacts to ensure proper tagging, documentation, and reporting. Coordinate with the Surplus Property department for the appropriate disposition of inventoried and non-inventoried items. Serve as the primary contact and coordinator for auctioned items, including traveling to Austin as needed to facilitate proper disposition. Lead ad hoc inventory-related projects, including itemizing non-inventoried items for faculty and scientific staff, organizing the warehouse, and developing and maintaining a public-facing portal listing available inventory items.
• Accounting: Process VP2 and VP7 transactions to support existing staff and accommodate increasing workload.
• Reconciliations and Endowment Accounts: Track and reconcile endowment accounts and prepare related reports.
• Other Duties: Perform other related functions and special projects as assigned.

Required Qualifications

• Bachelor's degree or high school graduation or GED and 5 years of clerical experience
• Computer literacy in programs such as DocuSign, Adobe, and Microsoft Office

Preferred Qualifications

• Experience working with institutions of higher ed or nonprofit
• Experience with Define and UT applications

Salary Range

$40,000 +

Working Conditions

Typical office working conditions

Required Materials

Resume/CV

3 work references with their contact information; at least one reference should be from a supervisor

Letter of interest

Employment Eligibility

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

Retirement Plan Eligibility

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

Background Checks

A criminal history background check will be required for finalist(s) under consideration for this position.

Equal Opportunity Employer

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

Pay Transparency

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

Employment Eligibility Verification

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

E-Verify

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

Compliance

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.